Job Description

The Administrative Assistant is responsible for providing administrative support, managing projects, business office support, and providing exceptional guest service for residents, clients and our team. This person is responsible for working with an upbeat and positive attitude and is the first impression of our community when someone walks in.

Essential Job Functions (Including but not limited to the following)

• Assist Executive Director with projects and administrative tasks, including payroll/timecards.

• Main point of contact for answering incoming community phone calls. Responsible for relaying messages as needed to key stakeholders.

• Assist potential new employees and residents when they arrive in the community, offering great Customer Service when they arrive.

• Schedule all interviews for community, including Manager Level Positions, with a sense of urgency.

• Conduct basic phone screens for all Applicants.

• Schedule and complete New Hire Paperwork for all new employees.

• Schedule Orientation with direction from the Executive Director for all New Hires except Nursing.

• Manage EduCare and enter new employees into the system, ensure completion of all assigned education prior to starting floor training. Monitor all current employees are up to date with all EduCare Training.

• Manage all mail delivered to the community.

• Help with all billing and mailings out of bills to residents and Responsible Parties.

• Timely create, manage and file Employee Files.

• Scan and send over all invoices to AP with guidance of the Executive Director to manage financials.

• Complete pendant audits on a weekly basis,

• Oversee and manage ‘Above and Beyond’ program with assistance from Leadership Team.

• Find solutions for residents and guests upon community questions.

• Problem solving abilities and ability to relate to all levels of staff.

• Create reports and analyze data to identify trends (as assigned).

• Complete miscellaneous projects and tasks as assigned.

Required Qualifications

• High school education.

• Proficiency in MS Word, Excel and Outlook.

• Strong administrative and organization skills.

• Clear and concise written and verbal communication skills.

Preferred Qualifications

• Experience working with senior adults; knowledgeable and sensitive to the needs and concerns of the senior population.

• Working Conditions

• Ability to lift/carry objects weighing up to approximately 30 lbs. or more.